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  • The General Records Schedules

    Transmittal 24

    National Archives and Records Administration

    August, 2015

  • Transmittal No. 24 General Records Schedules August 2015

    2

    TO: Heads of Federal agencies 1. What does this document do? GRS Transmittal 24 announces changes to the General Records Schedules (GRS) made since NARA published GRS Transmittal 23 in September 2014. The GRS provide mandatory disposition instructions for administrative records common to several or all Federal agencies. The GRS, over the course of a five-year project, is being entirely rewritten. The master plan for that project was published under memo AC02.2013. The plan has since morphed in some details but its major outlines remain solid. 2. What is GRS Transmittal 24 and how do I use it? GRS Transmittal 24, attached to this memorandum, contains: • ten new schedules (five previously issued in GRS Transmittal 23), each with schedule-

    specific FAQs and a crosswalk from new to old schedules; • old schedules annotated to show which items are still authoritative and which are

    superseded by items in new schedules; • an old-to-new crosswalk covering the entire old GRS; • six FAQ documents (general; about the GRS update project; about the impact of the new

    GRS on agencies; about agency options for deviating from the GRS; about notification to NARA regarding using previously approved agency schedules in lieu of a new GRS; and about flexible dispositions attached to many new GRS items); and

    • a checklist for implementing the new GRS, to assist agencies in completing all the actions this transmittal requires.

    3. What changes have been made to the GRS? GRS Transmittal 24 publishes five new schedules: GRS 2.5 Employee Separation Records (DAA-GRS-2014-0004) GRS 2.8 Employee Ethics Records (DAA-GRS-2014-0005) GRS 4.1 Records Management Records (DAA-GRS-2013-0002) GRS 4.2 Information Access and Protection Records (DAA-GRS-2013-0007; DAA-GRS-2015-0002) GRS 6.2 Federal Advisory Committee Records (DAA-GRS-2015-0001) These schedules replace portions of old GRS 1, 2, 14, 16, 18, 20, 21, 23, 24, 25, 26, and 27. The most obvious changes are in format:

    Old GRS New GRS Schedule numbers

    Simple succession: 1, 2, 3, etc.

    Decimal: 1.1, 1.2, 1.3, etc.

    Item Alpha-numeric hierarchy, Three digits, for instance 010, 020, 030. Closely related

    http://www.archives.gov/records-mgmt/memos/ac02-2013.html

  • Transmittal No. 24 General Records Schedules August 2015

    3

    numbers for instance 1a1, 1a2, 2a1a, 2a2b.

    items sharing some description in common are numbered in immediate succession, such as 030, 031, 032, etc.

    Layout Narrative paragraphs. Read “down” to go from records description to disposition.

    Table. Read “across” to go from records description to records disposition.

    Subject Index

    Index, last updated in 2008, is not thorough, and mainly useful to paper format.

    No index. Citations to new GRS items are not included in the current index, which will be phased out over time. Search for key words in pdf file instead.

    Because the entire change from old to new is taking place gradually over five years, the GRS during this interim period will necessarily include both old and new formats. New schedules (decimal numbers, table format) come first in the new transmittal, followed by the old schedules (“straight” numbers, narrative format) annotated to show which items are still current and which have been superseded by new schedules. With GRS Transmittal 24, we have superseded 37 percent of the old GRS by new schedules. 4. What GRS items are rescinded by GRS Transmittal 24? Many old GRS items are superseded by new GRS items. A few old items, however, have outlived their usefulness and cannot be crosswalked to new items. Therefore, we rescinded these items by GRS Transmittal 23. The FAQs for the new schedules to which rescinded items are most closely related provide explanations of why we rescinded the items.

    GRS Items Title FAQ in which discussed

    2 9a Record of employee leave, such as SF 1150, prepared upon transfer or separation 2.5

    14 11b FOIA requests files: Official file copy of requested records 4.2 14 12b FOIA appeals files: Official file copy of requested records 4.2 14 21b Privacy Act requests files: Official file copy of requested records 4.2

    14 31b Mandatory review for declassification requests files: Official file copy of requested records 4.2

    14 32b Mandatory review for declassification appeals files: Official file copy of requested records 4.2

    16 4a Records holdings files held by offices that prepare reports on agency-wide records holdings 4.1

    16 4b Records holdings files held by other offices 4.1 18 25b Classified Information Nondisclosure Agreements maintained in OPFs 4.2 26 2b2 FACA web site design, management, and technical operation records 6.2 26 3 Committee Records Not Maintained by the Sponsor or Secretariat 6.2

    Rescinded items are shown in context of their schedules in the old-to-new crosswalk. 5. How do I cite new GRS items?

  • Transmittal No. 24 General Records Schedules August 2015

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    When you send records to a Federal Records Center for storage, you should cite the records’ legal authority—the “DAA” number—in the “Disposition Authority” column of the table. For informal purposes, please include schedule and item number. For example, “DAA-GRS- 2013- 0001-0004 (GRS 4.3, item 020).” 6. Do I have to take any action to implement these GRS changes? NARA regulations (36 CFR 1226.12(a)) require agencies to disseminate GRS changes within six months of receipt. Per 36 CFR 1227.12(a)(1), you must follow GRS dispositions that state they must be followed without exception. Per 36 CFR 1227.12(a)(3), if you have an existing schedule that differs from a new GRS item that does not require being followed without exception, and you wish to continue using your agency-specific authority rather than the GRS authority, you must notify NARA within 120 days of the date of this transmittal. If you do not have an already existing agency-specific authority but wish to apply a retention period that differs from that specified in the GRS, you must create a records schedule in the Electronic Records Archives and submit it to NARA for approval. 7. How do I get copies of the new GRS? You can download the complete current GRS, in PDF format, from NARA’s web site at http://www.archives.gov/records-mgmt/grs.html. 8. Whom do I contact for further information? Writing and maintaining the GRS is the responsibility of the GRS Team. You may contact the team with general questions about the GRS at GRS_Team@nara.gov. This team is part of Records Management Services in the National Records Management Program of the Office of the Chief Records Officer at NARA. Your agency's records officer may contact the NARA appraiser or records analyst with whom your agency normally works for support in carrying out this transmittal. A list of the appraisal and scheduling work group and regional contacts is on the NARA web site at http://www.archives.gov/records-mgmt/appraisal/index.html. DAVID S. FERRIERO Archivist of the United States

    mailto:GRS_Team@nara.gov http://www.archives.gov/records-mgmt/appraisal/

  • Transmittal No. 24 General Records Schedules August 2015

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    Table of Contents

    Page Memorandum issuing Transmittal 24 ............................................................................................. 2 1.0 Finance

    1.1 Financial Management and Reporting Records ................................................................. 7 FAQs ................................................................................................................................. 13 Crosswalk, new to old schedules ..................................................................................... 17

    1.2 Grant and Cooperative Agreement Records .................................................................... 18 FAQs ................................................................................................................................. 21 Crosswalk, new to old schedules ..................................................................................... 25

    1.3 Budgeting Records (not yet issued)

    2.0 Human Resources 2.1 Employee Acquisition Records (not yet issued) 2.2 Employee Management Records (not yet issued) 2.3 Employee Relations Records (not yet issued) 2.4 Employee Compensation and Benefits Records (not yet issued) 2.5 Employee Separation Records ......................................................................................... 26

    FAQs ................................................................................................................................. 28 Crosswalk, new to old schedules ..................................................................................... 31

    2.6 Employee Training Records (not yet issued) 2.7 Employee Health and Safety Records (not yet issued) 2.8 Employee Ethics Records ................................................................................................. 32

    FAQs ................................................................................................................................. 39 Crosswalk, new to old schedules ...

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